S3 Persistence Management User Guide

Updated December 9, 20201

Persistence Management

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Intro & Authorizations

| S3 Persistence Management User Guide

The Persistence Management screens offer information about students who are separated from the university and are expected to return in a future semester.

The following authorized S3 user types can access this information:

• Associate Deans

• Assistant Deans

• Student Affairs Contacts, both College Liaisons and Housefellows

• Senior Student Affairs Professionals

• Enrollment Services Staff

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As part of S3 MyCommunity, the goals of the persistence screens are to:

1. Improve the opportunity for shared responsibility for retention and persistence efforts• Users have a current and centralized list of students to engage with regarding retention• Easier to “work the lists” through active student outreach and collaboration with other

student support colleagues

Persistence Management Goals & Objectives

2. Inform other student support colleagues via S3 Memos features• S3 Memos are woven into the persistence screens allowing for notifications and task

assignment

3. Dynamically update data on students separated from the university• Users can view and update each student’s return status, as

information is obtained

Persistence Management

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Using the Screens

| S3 Persistence Management User Guide

The persistence screens allow users to do the following:

• Access an up-to-date roster of separated students

o Users will only be able to view the students which they are already authorized to view in S3 (i.e., an associate dean in CFA will only see CFA students from the persistence cohort)

• Filter and sort the roster for case management

• Navigate from the S3 roster to individual student records

• Add memos to a student’s record with updates related to the separation and the plan to return (or not return)

• Use the information to appropriately make or request updates to a student’s record including information about planned returns or to permanently exit a student who does not plan to return (i.e., complete withdrawal process)

Persistence Management

To get started, select the Campus Life tab in your S3 Admin Console and click the Persistence Management link.

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Get Started

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Persistence Management Find a Cohort

Note: Visiting/Non-Degree students are not included in Persistence Cohorts. Persistence Cohorts will only include Pittsburgh-campus undergraduate and graduate degree-seeking students.

When students separate from the university, or their enrollment status changes to certain select criteria, they are added to the Persistence Cohort for that semester.

Select a semester from the dropdown menu for the Persistence Cohort that you wish to view.

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Persistence Management Find a Cohort

You can further filter the cohort by selecting additional categories, like those shown below. Under the categories, you may select all that apply.

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Persistence Management View a Cohort

TIP: View a listing of S3 codes and descriptions for enrollment statuses. Enrollment status codes for separations are

LA, LS, S1, S2, S3, S4 and W1. An R3 enrollment status is used when the student is eligible to return.

NEXT SEM & ENR STATUS indicate the student’s enrollment status for their most future “NEXT SEM” semester. This information can inform the priority and type of outreach.

For example:

When viewing the Fall 2020 cohort, if a student’s NEXT SEM displays R3 for S21, the outreach is not “Are they returning?”, but rather “Do they need any resources to ensure a smooth return?”

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Persistence Management Sort a Cohort & View a Student

You can sort your results by clicking on any of the column headings.

Click on a student’s name to navigate directly to that student’s record.

Be sure to select the semester for which you wish to view information about the student, as they may be included in a Persistence Cohort for multiple semesters.

Some students may have yellow banners on their detail page. Yellow banner shows if ENR STATUS is G1, G2, S1, S3, S4, LS, BB. View code descriptions.

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Persistence Management Student Record

acesq@andrew.cmu.edu

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Persistence Management Important Contacts

On a student’s persistence record screen, you can scroll to the bottom of the screen (underneath the memos) to view the student’s Important Contacts.

Clicking on the name of the contact will allow you to email that contact.

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Persistence Management View Memos

Only two types of Memo Domains are

shown on a student’s persistence

record: Student Persistence and Enr

Services Student. The persistence

screen will display memos related to the

student’s enrollment status and

persistence efforts. Every individual who

has access to the student’s persistence

record will view the same memos on

this screen.

To see other types of memos associated with the student’s record, click on the “Memos” tab at the top of the screen. This Memos screen will only display memos that the user has general permission to view.

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Persistence Management Actions to Take

acesq@andrew.cmu.edu There are a number of actions you can take on a student’s persistence record - some actions automatically insert a memo and some do not.

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Actions to Take

To prepare students who may be returning for a future semester, we recommend reviewing and contacting students in each priority persistence cohort. Doing so will help support their return and persistence to graduation.

If a student plans on continuing their separation… update the reason for their leave and expected semester of return on their persistence record (see Edit

Reason for Leave on page 16 of this guide)

If a student plans on returning… update their expected semester of return and ask that they complete and submit a Petition to Return

from Leave of Absence form (pdf)

If a student has decided to withdraw from CMU or has transferred to another institution… update their expected semester of return to “Return Not Expected” and ask that they complete and

submit a Withdrawal form (pdf) (you may also complete and submit this form on their behalf)

In all cases in which you engage with a student… update the Last Contact Info with your information and the date of the contact (see Add Last Contact on

page 17 of this guide)

Persistence Management

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Persistence Management Edit Contact Info

acesq@andrew.cmu.edu

Clicking the Edit Contact button will open a box in which you can edit the student’s current contact information.

TIP: A memo is NOT

automatically inserted when

Contact Info is updated.

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Persistence Management Edit Reason for Leave

Clicking the Edit Reason button will allow you to edit the reason for the student’s leave, as well as the expected return date or situation.

If a student plans on continuing their separation, update the reason for leave and expected semester of return.

If a student plans on returning, update their expected semester of return and ask that they complete and submit a Petition to Return from Leave of Absence form (pdf).

If a student has decided to withdraw from CMU or has transferred to another institution, update their expected semester of return to “Return Not Expected” and ask that they complete and submit a Withdrawal form (pdf) (you may also complete and submit this form on their behalf).TIP: A memo is automatically inserted when the reason for

leave and/or expected return information is updated.

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Persistence Management Add Last Contact

In all cases in which you engage with a student, update the Last Contact Info with your Andrew User ID and the date the contact took place.

TIP: A memo is automatically

inserted when Add Last Contact

is updated.

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Persistence Management Add a Memo

Persistence Management utilizes the

existing S3 Memos functionality. You may

wish to add a memo to communicate with

other support staff (by notifying and

assigning tasks) and/or to create a record of

contact with the student and recommended

actions.

For example, an associate dean may wish to

notify a HUB liaison to reach out to a

student planning for a return from leave

regarding financial aid matters.

To add a memo to this student’s record, select the Add Memo button.

acesq@andrew.cmu.edu

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Persistence Management Add a Memo

View the S3 Memos User Guide for a refresher on how to use memos.

TIP: To help exercise appropriate diligence

and ensuring privacy when noting discussions

with a student, be sure to refer to the Best

Practices for S3 Memos & Stellic Notes document

when writing a memo.

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Thank you for your support of the

Student Services Suite (S3) and for

using S3 Persistence Management. For

additional questions or comments

about Persistence Management, use

the Feedback link, which can be found

in the top right corner of your S3

Admin Console homepage.

Be sure to stay tuned to the S3

Updates webpage for release

summaries, user documentation,

training sessions, and more.

Follow @CarnegieMellonS3 on Facebook and

Instagram, or @S3CMU on Twitter, for news

and updates!

| S3 Persistence Management User Guide